Administrative Assistant

piramalpharma; Town of Bethlehem (NY); On-site; USD 40,000 - 52,000; Full time

Job summary

Piramal Critical Care is seeking an Administrative Assistant to provide office support for the 268 Corporate Office. You will greet visitors, manage calls and emails, handle mail and shipments, and support cross-functional teams across Sales, Operations, Supply Chain, Quality, HR, IT, Procurement, Meetings and Facilities.

The role requires strong organization and communication skills and a proactive, service-oriented approach.

Qualifications

• Office administration and reception experience required.
• Ability to manage phone and email correspondence.
• Experience coordinating shipments and vendor logistics.

Responsibilities

• Serve as the primary receptionist for the 268 Corporate Office, greeting and directing visitors, vendors, contractors, candidates, and new hires.
• Manage general telephone and email correspondence, including monitoring voicemail and routing messages.
• Maintain and track temporary and contractor badges for the 268 Corporate Office.
• Distribute incoming mail and notify employees of package deliveries.
• Prepare outgoing mail and shipments; assist with resolving carrier issues and maintain supplies.
• Perform general administrative duties, including document prep, word processing, electronic filing, scanning, data entry, and faxing.
• Maintain inventory of vendor-provided promotional items for employee prizes and company initiatives.
• Coordinate ITT Sales team tradeshow logistics, state license renewals, and international shipments documentation.
• Scan and maintain batch records and e-file compliance documents.
• Assist with scheduling interviews and new-hire processes, including badge access and office tours.
• Maintain inventory of in-house IT items and update PowerPoint content for monitors.

Skills

Reception experience

Email handling

Office administration

Coordination

Communication

Tools

SAP

Kofax Process Director

Job description

Division

Piramal Critical Care Piramal Critical Care (PCC), a business unit of Piramal Pharma, is the fourth-largest producer of inhaled anesthetics and a global player in hospital generics. We are motivated by our vision of commitment to delivering critical care solutions for patients and healthcare providers across the globe while achieving sustainable and profitable growth for all the stakeholders.

PCC maintains a wide presence across the US, Europe, and more than 100 countries across the globe. Its rich product portfolio includes Inhalation Anesthetics such as Sevoflurane, Isoflurane and Halothane as well as Intrathecal Baclofen therapy, for spasticity management.

PCC has a strong manufacturing and process development experience with wholly-owned, state-of-the-art manufacturing facilities in the United States and India, inspected periodically by the US FDA and the UK MHRA and other regulators. The strategic locations of our facilities help us supply high-quality products around the world, timely at optimal costs.

For more details, please visit https://www.piramalcriticalcare.com/global/

Job Title

Administrative Assistant Job Description

Provides administration and office support to headquarters building. Reception and Administrative Support

• Serve as the primary receptionist for the 268 Corporate Office, professionally greeting and directing visitors, vendors, contractors, candidates, and new hires.
• Manage general telephone and email correspondence, including monitoring the company voicemail and routing messages appropriately.
• Maintain and track temporary and contractor badges for the 268 Corporate Office.
• Distribute incoming mail and notify employees of package deliveries.
• Prepare outgoing mail and shipments, including USPS, FedEx, UPS, and DHL packages, documents, samples, and bulk mailings; prepare shipping labels, assist with resolving carrier issues, and maintain shipping supplies.
• Perform general administrative duties, including document preparation, word processing, electronic filing, scanning, data entry, and faxing.
• Maintain an organized inventory of vendor-provided promotional items and giveaways for use as employee prizes, gifts, and other company initiatives throughout the year.

Cross-Functional Administrative Support

• Sales : Coordinate ITT Sales Team tradeshow logistics, including attendee registrations, hotel accommodations, lead retrieval, booth displays, marketing material shipments, and cost tracking.
• Operations : Coordinate state license renewals, address changes, and updates to designated representatives; maintain state licensing records and work with third-party partners, including Cardinal Health.
• Supply Chain : Prepare cover letters and coordinate documentation for international customer shipments, including invoices provided by Finance and original Certificates of Analysis provided by Quality, to support customs clearance.
• Quality : Scan and maintain batch records, e-file compliance/training documents, and any other documents that may be needed for audits.
• Human Resources : Assist with scheduling employment interviews and support new-hire and termination processes, including badge access, cubicle nameplates, telephone extensions, employee lists, preparing new hire welcome bags, ordering business cards, and providing office tours.
• Information Technology : Maintain an organized inventory of designated in-house IT items; coordinate orders for IT equipment and accessories as requested; provide basic support for employee and visitor sign-in tablets; and update PowerPoint content for employee communication monitors.

Procurement and Financial Support

• Create purchase requisitions and process invoices in SAP and Kofax Process Director.
• Complete weekly reconciliations for designated American Express corporate credit cards.
• Coordinate office and kitchen/breakroom supply orders for the 268 Corporate Office and Warehouse.

Meetings, Travel, and Event Planning

• Order and coordinate lunches for meetings and events, including setup and cleanup as required.
• Assist with planning and coordinating employee engagement activities and company events, including Family Day, Holiday Parties, food drives, and similar initiatives.
• Coordinate hotel, transportation, and other logistical arrangements for employees and visitors as needed.

Office and Facilities Support

• Monitor and maintain common office, kitchen, and breakroom areas and coordinate service, repair, and maintenance requests for coffee machines, vending machines, water coolers, refrigerator water filters, and other related equipment.
• Report building maintenance issues, including leaks and repair needs, to the appropriate landlord or service provider and follow up as needed.
• Serve as the primary liaison with the contracted cleaning services vendor, communicating site concerns, service issues, and other cleaning-related needs and following up as necessary.

Training, Compliance, and O

Training, Compliance, and O